(MITEL®). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate such changes.
No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written permission from Mitel Networks Corporation.
COPYRIGHT
6510 Unified Messaging Client Application User Guide Release 1.2
July 2003
®,™ Trademark of MITEL Networks Corporation
©Copyright 2003, MITEL Networks Corporation All rights reserved
TRADEMARKS
MITEL and Mitel Networks are trademarks of Mitel Networks Corporation.
Microsoft and Windows NT areregistered trademarks of Microsoft
About This Guide 9
Document Overview 10
Intended Audience 11 Before You Begin 11 Conventions 11
Contacting Mitel Networks™ 12
CHAPTER 1
UM Client Manager and Desktop
Applications 13
Overview 14
Using the UM Client Manager 14 Signing On 14
Logging Off 17
UM Client Manager Connectivity 18 Configuring the UM Client Manager 20
Configuring Main Settings 21 Specifying Call Handling Settings 24 Configuring LanTalk 28
Configuring Notifications 30 Using the UM Call Manager 32
Using the Toolbar Buttons 33 Answering a Call 34
Removing a Call 34 Transferring a Call 35 Putting a Call on Hold 36 Taking a Message 37
Pulling a Caller out of Voicemail 37 Specifying Do Not Disturb 37
Adding a Call to the Contact Manager 37 Changing Your Status 38
Using LanTalk 40
Sending a Message 40
Creating a Broadcast Message 44 Creating a Buddies List 45
Deleting Buddies Lists and Mailboxes 51 Sending a Message Using a Buddies List 52 Using the Outlook Toolbar 53
Message Tab 57
Telephony Options Tab 62
Setting Present Status in Outlook 64 Using LanTalk in Outlook 65
CHAPTER 2
Web Client 67
Overview 68
Starting Web Client 68
Running Grant Permissions 68 Connecting to the Web Client 70 Logging Off 71
Web Client Functions 72
Using the Scroll Buttons 72
Using the Main Toolbar Functions 72 Using the Inbox 73
Message Icons 74
Displaying Messages by Type 75 Using the Toolbar Buttons 76
Creating a Fax Message 84
Adding an Attachment to a Message 86 Replying to a Message 87
Forwarding a Message 88 Copying a Message 88 Moving a Message 89 Deleting a Message 90 Maintaining Folders 91
Using the Toolbar Buttons 91 Creating a New Folder 91 Deleting a Folder 92 Renaming a Folder 92 Copying a Folder 93 Moving a Folder 94
Recovering Deleted Messages 95 Emptying the Deleted Items Folder 96 Maintaining the User Settings 96
Using the Toolbar Buttons 97 Specifying General Options 98 Specifying your Presence Status 98 Creating a Status Schedule 99 Editing a Status Schedule 100 Deleting a Status Schedule 101 Specifying a Password 101
Specifying a POP3 / IMAP4 Password 102 Specifying Collaboration 102
Specifying IMAP Settings 103 Maintaining Message Options 105
Sort/Order Messages 105
Specifying Message Forwarding 106 Specifying Playback/Record Options 108
Maintaining Call Options 111
Specifying Transfer Options 111
Enabling the Call Forwarding Feature 113 Maintaining Addresses 114
Adding a Phone Address 114 Editing a Phone Address 116 Deleting a Phone Address 116
Creating a Phone Addresses Schedule 116 Specifying E-mail Addresses 118
Editing an E-mail Address 120 Removing an E-mail Address 120
Configuring an E-mail Settings Schedule 120 Specifying Fax Addresses 121
Configuring a Fax Number Schedule 122 VPIM Addresses 123
WAP Addresses 124 Other Addresses 125
Maintaining a Distribution List 126 Using the Toolbar Buttons 126 Creating a Private Distribution List 127 Editing a Distribution List 128
Deleting a Distribution List 128 Maintaining Notifications 129
Using the Toolbar Buttons 129 Creating a Notification Rule 129 Creating a Notification Address 132
Maintaining Wakeup Calls 138 Using the Toolbar Buttons 138 Creating a Wakeup Call 139 Cancelling a Wakeup Call 140 Maintaining Greetings 140
Using the Toolbar Buttons 141 Playing a Greeting 141 Recording a Greeting 142 Activating a Greeting 144 Deleting a Greeting 144 Using the Collaborate Feature 145
In This Chapter...
Document Overview on page 10 Intended Audience on page 11 Before You Begin on page 11 Conventions on page 11
Contacting Mitel Networks on page 12
Document Overview
This guide has been developed to describe the configuration of the Client Applications that are available with the 6510 UM server.
The availability of the Client Applications and their features and functionality is determined by a user’s classification on the 6510 UM system.
As you read through the guide, you will see notations indicating which features are available to a certain class of user.
As it pertains to the use of the Client Applications, the user classes are broken down as follows:
Your user class has been determined upon initial deployment of the system. If there is any feature or functionality described in this document to which you require
Standard Advanced Unified
Definition Integrated Messaging users who use Outlook and who have their messages forwarded to their email account for a single view.
Integrated Messaging users with Client Applications licenses.
Unified Messaging users.
(The Client Applications are included in the UM license.)
Available Client Application Functionality
Client Manager: Limited Outlook Plug-in: Limited Web Client: None
Client Manager: Full Outlook Plug-in: Full Web Client: Access to mailbox settings. Access to voice and fax mail (not e-mail).
Client Manager: Full Outlook Plug-in: Full Web Client: Full
Intended Audience
This document is intended for end users using the UM Client Manager and the Web Client for their personal use.
Before You Begin
Before you can begin using the UM Client Manager and the Web Client software, you first need to install the applications. Refer to the Client Application Installation Guide for instructions.
Conventions
This guide uses the following conventions to convey specific information:
Note: Contains additional information about the task you are performing.
Hint: Contains an alternative method of performing the task or offers a solution if you run into a problem.
Caution: Information that alerts you to potential loss of data, or damage to an application, system, or device.
Warning: Information that alerts you to potential personal injury.
Contacting Mitel Networks™
Contact us by mail at:
Mitel Networks Corporation 350 Legget Drive
Ottawa, ON K2K 2W7
Contact us by phone:
Tel: 613-592-2122 Fax: 613-592-4784
Contact us on the Web:
www.mitel.com
In This Chapter . . .
Overview on page 14
Using the UM Client Manager on page 14 Configuring the UM Client Manager on page 20 Using the UM Call Manager on page 32
Changing Your Status on page 38 Using LanTalk on page 40
Using the Outlook Toolbar on page 53
Overview
The 6510 Unified Messaging system is an IP-based desktop application that allows you to access several unique communication features, such as call control, instant messaging, and unified messaging.
You can log into the UM server from any PC connected to the Internet. After you enter the IP address of the 6510 UM server, you are logged in and can access the available communication functionality.
Using the UM Client Manager
Signing On
Signing on allows you to begin the UM Client Manager program.
To log onto the UM server:
1. Click Start>Programs>UM Client Manager>UM Client Manager.
Hint: You can also double-click on the UM Client Manager icon on the desktop.
The UM Client Manager will automatically load into your system tray after authentication, and will sit awaiting call activity.
The status of your UM Client Manager session is represented by a number of icons:
The status of your availability is represented by several icons:
Icons Session Status Available to
Logged In All users
(flashing)
Logged In with New Message Awaiting Advanced and Unified users
Logged Out All users
Disconnected (System detects Client Manager
settings, but no connection is established) All users
Busy Advanced and
Unified users
In Meeting Advanced and
Unified users
Do Not Disturb Advanced and
Unified users
At Lunch Advanced and
Unified users
Gone Home Advanced and
Unified users
Away On Business Advanced and
Unified users
On Vacation Advanced and
Note: When UM Client Manager is enabled by default, a notification window will pop up above the UM Client
Manager icon whenever new messages are received. This can be turned off in the Options/Notification Settings of the Client Manager. The Notification window will display the number of new voice, text, and fax messages if the Show Message Count option is enabled in the Administration console. Refer to Feature Groups>Mailbox Options in the Server Configuration Guide.
No Answer Advanced and
Unified users
In Office and Logged In (Shown In LanTalk
Directory) Advanced and
Unified users In Office and Not Logged In (Shown In LanTalk
Directory)
Advanced and Unified users Standard User, no Desktop access (Shown In
LanTalk Directory) Advanced and
Unified users
Logging Off
Logging off closes the UM Client Manager and ends your session.
To log off from the UM Client Manager:
1. Right-click on the UM Client Manager icon and click Exit. The following message appears:
2. Click Yes.
UM Client Manager Connectivity
At times when the UM Client Manager is unable to connect to the IMAP store or to your mailbox, dialogs will appear that prompt you to regain connectivity.
To unlock mailbox:
1. When the system fails to establish a connection to the IMAP store, the Unlock Mailbox dialog appears.
2. Click OK. The system attempts to re-establish the connection. If connection is established, the Unlock Mailbox dialog will
disappear. If the connection is not established, the Unlock Mailbox dialog will re-appear. Click OK again until the connection is established.
To reconfigure IMAP settings:
1. When the system fails to establish a connection with a specific mailbox in the IMAP store, the IMAP Settings dialog appears.
2. In the User Name field, enter your IMAP user name.
Note: The IMAP user name is the e-mail account user name that is set on the Exchange server (in the Active Directory). See your System Administrator if you do not know your IMAP user name.
3. In the Old Password field, enter the old password associated to your IMAP user name.
4. In the Password field, enter a new password for your IMAP user name.
5. In the Confirm Password field, re-enter the new password for confirmation.
6. Click OK. The system re-attempts to connect to the specific mailbox in the IMAP Store.
To reset password when prompted:
1. When your account attempts to log into the UM Client Manager and the password is not valid, the Set Password dialog appears.
2. In the Set Password field, enter the correct password for your account.
3. Click OK. If the correct password is entered, the system logs you into the UM Client Manager.
Note: If your connection to the 6510 server is lost at any time (due to network issues), the Login dialog will appear. Click OK to close the dialog and re-establish a connection with the 6510 server. The Login dialog will continue to appear
intermittently if connection to the server is not re- established.
Configuring the UM Client Manager
Before you can use UM Client Manager, you must configure the application. While the Main Settings are normally set when the application is installed on your PC, you have the option of changing the settings.
Note: This task is only applicable to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document.
There are four main settings to configure for the application.
•Main Settings
•Call Handling
•LanTalk (Instant messaging) Settings
Configuring Main Settings
This function allows you to configure the personal settings required so that you can log in successfully.
Caution: This information must be correct in order for the UM Call Manager and the Outlook Forms to work properly.
To configure main settings:
Note: Skip this procedure if you have already configured the main settings during the installation of the 6510 UM Client Manager.
1. From your desktop, click on Start>Programs>UM Client Manager>Configuration.
The 6510 UM Client Manager configuration window appears..
Note: The main mailbox, address and port information is
automatically populated by the system if you entered them correctly during the installation process. If certain fields are not populated, refer to the following steps 2-5 for details.
Proceed to step 6 if the main fields are already populated.
2. In the Company field, enter the company number name that your account is associated with on the 6510 UM server.
Note: Contact your System Administrator if you do not know your company number. The default value is 1.
3. In the Mailbox field, enter your mailbox number for voice mail.
4. In the UMST Server IP Address field, enter the UMST IP address so that the system can authenticate you using TCP/IP.
Note: Contact your System Administrator if you do not know your UMST Server IP Address.
5. In the UMST Server Port, enter the UMST server port number.
Note: Contact your System Administrator if you do not know your UMST Server Port number. The default value is 13777.
6. In the Keep connection alive field, place a checkmark in the box if you would like the UM Client Manager to maintain a connection with the UMST.
Note: When this option is selected, the UM Client Manager will attempt to reconnect to the UMST if the connection is lost between the two components.
7. In the UM Client Language drop-down list, select the language that is to be used.
8. In the Fax Viewer field, enter the file name and location of the application you currently use to view .tiff files. If you leave this
9. Click Set Password to set your user password. The Set Password dialog appears.
10. In the Set Password field, enter your new password, and then click OK.
11. The 6510 UM Client Manager configuration window reappears.
Click OK to finish the configuration.
The initial setup of the 6510 UM Client Manager is now complete.
Specifying Call Handling Settings
The Call Handling tab allows you to define the call handling settings, including PIM Integration, Default Action, New Call Popup, Public Contact Search, Auto Add Record and User Extension.
Note: This feature is only available to Advanced or Unified users.
For an explanation of the different user types, refer to the About This Guide section in this document.
To specify call handling:
1. Log into the 6510 UM Client Manager.
2. Click the Call Handling tab.
The Call Handling window appears.
Note: In order for call popups to occur, this checkbox must be selected. In conjunction with this, the Transfer Options for each user’s mailbox must have Pop selected. Refer to the Web Client chapter in this guide for more details.
4. Select the Use Phone Formatting checkbox to enable phone formatting.
5. From the PIM Integration drop-down list, select the Personal Information Manager (PIM) application you are using on this PC to integrate database look ups and screen pops on incoming calls.
The following table describes the related settings for each of the Personal Information Manager (PIM) applications in the drop-down list.
Function Related Fields
Maximizer Select Auto Add Record on Not Found to add the call record if it is not found in the database. It takes the caller ID information including the name and number, and creates a new contact in Outlook or Act.
Goldmine No related fields.
ACT! Select Auto Add Record on Not Found to
add the call record if it is not found in the database. It takes the caller ID information including the name and number, and creates a new contact in Outlook or Act.
6. Select Eliminate New Call Popup, If Found if you do not want a new call popup when a matching information is found for the incoming call by the system.
7. From the Default Action drop-down list, select a default action. If you do not click on any actions on the incoming screen popup, the system will process the call based on the action you have assigned in this field.
Note: You can override these default actions by the actions that you may choose on an incoming screen pop.
Outlook Select Auto Add Record on Not Found to add the call record if it is not found in the database. It takes the caller ID information including the name and number, and creates a new contact in Outlook or Act.
Select Search Public Contacts to search the public contact database on the office exchange server for matching contact number.
Select Eliminate New Call Popup If Found when you want to turn off call control and only popup the contact information on incoming calls.
Custom ActiveX This allows a user with Visual Basic (VB) Script experience to integrate the screen pops and call controls into custom databases and applications.
In the Class Name field, enter the file name of the script created to do custom screen pops.
Function Related Fields
8. In the Use Ext. field, select the extension type to be used to transfer a call, play back a voice message, and dial a number. You can select an Internal, External, or Centrex extension type.
Note: Centrex is a telephone company provided service that allows for PBX functionality through your telephones. In this
application, selecting the Centrex extension type will initiate external dialing through the auto attendant, freeing your existing trunk lines for outdialing.
9. In the Country drop-down list, select the country that is associated with the external extension.
10. In the City/Area Code field, enter the city area code for the external extension.
11. In the Number field, enter the extension number you are using, or, if you are using an external telephone number, enter the seven digit phone number.
Note: If you do not enter a phone extension, the system will use your extension.
12. Click OK to end and finish the configuration, or click another tab to continue the configuration.
Configuring LanTalk
LanTalk is the instant messaging component of the 6510 UM system that allows users to chat with each other over an IP network. LanTalk messaging can be personalized so that each user can specify background and foreground colors, as well as font type and size.
Note1: This feature is only available to Advanced or Unified users.
For an explanation of the different user types, refer to the About This Guide section in this document.
Note 2: Check with your System Administrator whether you have access to this feature. You need to have several options enabled before you can access this feature.
To configure LanTalk:
1. Log into the 6510 UM Client Manager.
2. Click the LanTalk tab. The LanTalk window appears.
3. Click Background Color to set the color for the background screen.
4. Click Foreground Color to set the color of the text.
5. Click Font to configure the font type and size.
Note: For information on changing the color and font, refer to your Windows NT® documentation.
6. Select the LanTalk Popup checkbox to turn on instant messaging.
7. Select the New LanTalk Window for every Session checkbox if you want a new window for every new LanTalk session.
8. Click OK to save the LanTalk settings.
Configuring Notifications
The Notification tab allows you to customize the way that you are notified when you receive new messages and when other users log in to the system.
Note: This feature is only available to Advanced or Unified users.
For an explanation of the different user types, refer to the About This Guide section in this document.
To configure the notifications:
1. Log into the 6510 UM Client Manager.
2. Click the Notification tab. The Notification dialog appears.
•Select the When new messages arrive, popup notification win- dow checkbox to enable the screen popup that notifies you of new messages.
•Select the When others log in, popup notification window check- box to enable the screen popup that notifies you when other users log in to the system.
3. In the Sounds field, customize the sounds that you wish to use for each function by using the Browse button to select the
appropriate sound files within the following fields:
Note: The Notification Sounds feature only supports sound files in .wav format.
4. Click OK to save your Notification settings.
New Message Select the sound file you want played when you receive a new message.
Urgent Message Select the sound file you want played when you receive an urgent message.
Record Beep Select the sound file you want played for the record beep.
New Call Select the sound file you want played when you receive a call.
LanTalk Select the sound file you want played when you receive a LanTalk message.
Logged in User Select the sound file you want played when a user logs in.
Using the UM Call Manager
When a call comes through to your extension, the UM Client Manager displays a screen pop that displays information about the phone call.
Note 1: This feature is only available to Advanced or Unified users.
For an explanation of the different user types, refer to the About This Guide section in this document.
Note 2: The Contacts feature and button will only appear if you set your PIM Integration Settings to use Outlook.
Using the Toolbar Buttons
There are eight buttons that allow you to perform various tasks within the UM Call Manager display.
Note: You may not see all of the buttons shown below on your system. The availability of some of the buttons depends on the PBX integration of your system. Contact your System Administrator for more information.
Button Function
Transfers the call to the active extension that your user account has been defined to. For more information, refer to Chapter 2 (Using the Web Client) in this document. This feature is PBX dependent.
Transfers the call to another extension. Click the arrow key to define the extensions.
Puts the incoming call on hold. Click the arrow key to select the length of time that the call will be on hold.
Sends the call to voice mail. Click the arrow to select what greeting to play the caller.
Allows you to pull a caller out of voice mail while they are leaving a message.
Allows you to dial back a number that left a message or called. You can go into contacts and used the dial button as well. This feature is PBX dependent.
Answering a Call
When a call appears on the UM Call Manager display, click Answer to transfer the call to your extension.
Note: The Answer button is disabled until you receive another call.
Removing a Call
UM Client Manager gives you the option of removing one or all of the calls on the display.
To remove a call:
1. Highlight the call to be removed and click Clear. A dialog appears, prompting you to confirm the deletion.
Note: To remove all calls from the display, click Clear.
2. Click OK. UM Client Manager removes the calls from the screen.
This button allows you to turn your do not disturb status on or off at any time.
This launches the embedded UM Client Manager Contact database to log call statistics and dial back. (Only functional in conjunction with Outlook).
Transferring a Call
When a call comes to your extension, you can transfer the call to another extension.
After you specify the extension, it will be displayed in the Transfer drop down list and is available to use again.
Note: The extension numbers that you enter are available until you exit UM Call Manager.
To transfer a call:
1. Click the arrow key to select the extension to which to transfer the call. To specify an extension, click Other. The Transfer Call dialog appears.
2. Enter the mailbox number associated to the phone extension that you want to transfer the call to and click OK.
Note: The Transfer button is disabled until you receive another call.
Putting a Call on Hold
When a call comes through to your extension, you can put the call on hold until you have an opportunity to answer it.
To put a call on hold:
1. Click the arrow key beside the Hold button to select the length of time that you want to put the call on hold for. Time selections include 30 seconds, 1 minute, 2 minutes, or Other. If you select a provided time selection, the call will be held for the specified duration of time, and will then be transferred to your extension. If Other is selected, the Hold Call dialog appears.
2. Enter the number of minutes that you want the call held for, then click OK. After the time has expired, the call will be forwarded to your extension.
Note: The Hold button is disabled until you receive another call.
Taking a Message
When a call comes through to your extension, you can choose to send the call directly to your voice mail. When enabling this option from the UM Client Manager interface, you can select which pre-recorded greeting to use to greet the caller.
To take a message:
1. Click the Take Msg arrow key and select the greeting type you want the caller to receive. The UM Call Manager sends the caller to the selected greeting to record a message.
Pulling a Caller out of Voicemail
When a caller is in the process of leaving a message in your voice mailbox, you can choose to retrieve the caller from voicemail and speak to them directly.
To pull a caller out of voicemail:
1. While a caller is in a message recording session, click Recall. The caller is transferred to your extension.
Specifying Do Not Disturb
Do Not Disturb (DND) allows you to activate a Do Not Disturb message when an incoming call appears in the popup.
To specify do not disturb:
1. Click the Do Not Disturb icon.
Adding a Call to the Contact Manager
Note: This function is only available when PIM Integration is set to Outlook.
If your PIM Integration is set to Outlook, after you answer a call, you can add information about the caller to the Microsoft® Outlook Contact Manager. For more information on how to use contacts, see your Outlook guide.
Changing Your Status
UM Client Manger provides you with the ability to inform callers when you are not available to answer the phone. For example, if you are on holiday, you can instruct the system to inform a caller that you are away and the date when you will be back in the office.
For information on how to record a greeting, refer to Maintaining Greetings on page 140 or your Telephone User Guide.
To change your status:
1. Right-click the UM Client Manager icon, then select Present Status.
2. Select the status that you want activated.
If you select a Present Status other than In Office or No Answer, the Available At dialog appears.
Status Function
In Office Rings your Active extension.
Busy Goes to voice mail and plays your busy greeting.
Meeting Goes to voice mail and plays your meeting greeting.
Do Not Disturb Goes to voice mail and plays your do not disturb greeting.
Lunch Goes to voice mail and plays the lunch greeting.
Gone Home Goes to voice mail and plays the gone home greeting.
Away on Business Goes to voice mail and plays the away on business greeting.
Vacation Goes to voice mail and plays your vacation greeting.
No Answer Rings your active extension.
3. Select the Available At checkbox to activate the schedule.
4. Click on a date when you will be back in the office.
5. Enter a time, then click Ok. The selected status will be represented by the corresponding icon in your Windows System Tray.
Note 1: You do not need to specify an Available At date and time.
This is an option that you may choose, which, if selected will inform callers of the date and time when you will be
available.
Note 2: The system does not revert your status greeting back to "in office" when your Available At time is met. The greeting needs to be changed manually.
Using LanTalk
LanTalk is the instant messaging module that allows you to chat with other users over the network. You can reach anyone who is logged into the same network connection as the one that you are using, as well as send SMS messages.
Sending a Message
When logged in, you can send instant messages to others using LanTalk.
To send a message (to a single user):
1. Right-click on the UM Client Manager icon and select LanTalk. UM Client Manager enables you to Launch, Broadcast, or view the Directory.
2. Click Launch. The LanTalk dialog appears.
3. From the Select Destination drop-down list, select Select
Destination from LanTalk Directory. The LanTalk Directory dialog appears, displaying a Buddies List compilation or a list of all users online, defining their name, mailbox number, and online status.
4. Click the Company Directory tab, select a user, and click OK. The selected user appears in the Select Destination drop-down list.
Note: The LanTalk Directory can also be accessed directly if you right-click on the UM Client Manager icon, select LanTalk and
Note: You can also select a previous message that you sent.
7. Click Send to send the message. The message is sent.
Creating a Broadcast Message
Using the Broadcast Message feature is useful if you want to send the same message to everyone connected to the system.
To create a broadcast message:
1. Right-click on the UM Client Manager icon and select LanTalk>Broadcast. The LanTalk dialog appears.
Creating a Buddies List
A Buddies List allows you to create a distribution list for Lan Talk broadcasts. After creating a Buddies List, you must add mailboxes (users) to the list. By creating and defining users on a Buddies List, you can send a broadcast message to the selected
"buddies" with one click.
To create a Buddies List:
1. Right-click on the UM Client Manager icon and select LanTalk>Directory. The LanTalk Directory (Buddies List tab) appears.
3. In the List Number field, enter the list number that will identify the Buddies List.
4. In the List Name field, enter a unique name for the Buddies List.
5. Click OK. The Buddies List appears in the Buddies List tab.
To rename a Buddies List:
1. In the Buddies List tab, select a Buddies List and click Tools>Rename Buddies List. The Delete Buddies List dialog appears.
2. Click Yes. The Rename Buddies List dialog appears.
3. In the Enter new name field, enter the new name for the Buddies List.
4. Click OK. The Buddies List appears, labelled with its new name.
To add mailboxes to the Buddies List:
1. In the Buddies List tab, select the Buddies List and click Tools>Add Mailbox. The Add Mailbox dialog appears.
• Click Search. Any mailbox number that is found is displayed.
or
• Select By Name. The Last Name and First Name fields appear.
• In the Last Name field, enter the last name of the user you are search- ing for.
• In the First Name field, enter the first name of the user you are searching for.
• Click Search. Any name that is found is displayed.
2. Select the user that you want to add and click Add to List. The user appears in the Buddies List.
3. Repeat steps 1-2 to add all necessary users to your Buddies List.
Deleting Buddies Lists and Mailboxes
You can delete individual mailboxes from Buddies Lists or delete entire Buddies Lists.
To delete a mailbox from a Buddies List:
1. In the Buddies List tab, select a user and click Tools>Delete Mailbox. The Delete Mailbox dialog appears.
2. Click Yes. The mailbox is removed from the Buddies List.
To delete a Buddies List:
1. In the Buddies List tab, select a Buddies List and click Tools>Delete Buddies List. The Delete Buddies List dialog appears.
2. Click Yes. The Buddies List is removed.
Sending a Message Using a Buddies List
Once a Buddies List is created and multiple users are assigned to it, you can conveniently create Lan Talk messages that are sent to users specific to the Buddies List that is selected.
Sending a message using a Buddies List:
1. Right-click on the UM Client Manager icon and select LanTalk>Directory.
The Lan Talk Directory (Buddies List tab) appears.
Using the Outlook Toolbar
The UM Client Manager Toolbar is integrated into the Microsoft Outlook
application, allowing you to send a voice, text, or fax message, as well as set your Present Status and launch LanTalk sessions.
Note: In cases where there are multiple Profiles being used on the same Outlook application, only the profile of the user who installs the software has access to the UM Client Manager Toolbar in Outlook.
Button Function Available to
Compose a voice message (New Voice Button)
All users
Compose a text message (New Text Button)
All users
Send a fax message (New Fax Button)
All users
Set your Present Status
Advanced and Unified users
Launch a LanTalk conversation
Advanced and Unified users
Note: In order for message type icons to appear in Outlook (for Integrated Messaging and SMTP Forwarding), you must use the VPIM Client to enable this feature. Follow the directions below.
To enable message type icons in Outlook:
1. In your Windows Taskbar, click Start > Program Files > Mitel Networks 6510 UM > VPIMClient. The VPIM Client window appears.
2. Click Preferences. The Preferences tab appears.
3. Under TNEF, select the Send Always radio button.
4. Click Apply, and then OK. Exit the VPIM Client application.
Message Tab
The Message tab allows you to compose voice, text and fax messages.
To compose a voice message:
1. In Microsoft Outlook, click the New Voice button. The New Voice Message tab appears.
2. In the To field, enter the e-mail address that you are sending the message to.
3. In the Cc field, enter the e-mail address that you are carbon copying the message to. (If applicable).
4. In the Subject field, enter the subject for the message.
5. Under Choose Message Type, ensure that Voice is selected.
The sound recording toolbar is used to record and playback voice messages. There are buttons to record, clear, play, stop, rewind, and fast forward the message.
allows you to adjust the message volume and speed.
6. Click and begin recording the voice message with your microphone. Click when finished recording.
7. Click to verify that you message is recorded. If the message needs to be revised, click to clear the message and re-record your message.
8. In the text field at the bottom of the screen, enter any text that you want included with the message.
9. Click Send. The composed message is sent.
To compose a text message:
1. In Microsoft Outlook, click the New Text button. The New Text Message tab appears.
2. In the To field, enter the e-mail address that you are sending the message to.
3. In the Cc field, enter the e-mail address that you are carbon copying the message to. (If applicable).
4. In the Subject field, enter the subject for the message.
5. Under Choose Message Type, ensure that Text is selected.
6. In the text field at the bottom of the screen, enter your message.
7. Click Send. The composed message is sent.
Note: If you delete a message, the message must be purged in order for it to be removed on the voice mail server. Purging deleted messages in any supported Client application will update the message count status on the voice mail server.
To compose a fax message:
1. In Microsoft Outlook, click the New Fax button. The New Fax Message tab appears.
2. In the To field, enter the e-mail address that you are sending the
7. Select the fax to attach to the message. The selected file appears in the field.
8. In the text field at the bottom of the screen, enter any text that you want included with the message.
9. Click Send. The composed message is sent.
Telephony Options Tab
The Telephony Options tab allows you to configure the voice format and device options. Correctly configuring these options will allow you to listen to voice messages that are received.
Note: Standard users do not have access to the Telephony Options function. For an explanation of the different user types, refer to the About This Guide section in this document.
To set telephony options:
1. In Microsoft Outlook, click the New Voice button. The New Voice Message tab appears.
2. Click the Telephony Options tab. The Telephony Options tab appears.
5. Enter your phone extension and click Apply. Once this is selected, when a voice message is received and opened in Outlook, the system will call your telephone extension and the voice message will be played on your telephone.
6. Telephony Options are now configured.
Note: Voice messages recorded through a microphone on a desktop cannot be played through the Phone sound device. It can only be played through the Sound Card sound device.
Setting Present Status in Outlook
UM Client Manger provides you with the ability to inform callers when you are not available to answer the phone. For example, if you are on holiday, you can instruct the system to inform a caller that you are away and the date when you will be back in the office.
Note: This feature is only available to Advanced or Unified users.
For an explanation of the different user types, refer to the About This Guide section in this document.
To set present status in Outlook:
1. In the UM Client Manager Status Toolbar (Outlook), click the Present Status drop-down list and select a status.
2. Your Present Status is set.
Status Function
In Office Rings your Active extension.
Busy Goes to voice mail and plays your busy greeting.
Meeting Goes to voice mail and plays your meeting greeting.
Do Not Disturb Goes to voice mail and plays your do not disturb greeting.
Lunch Goes to voice mail and plays your lunch greeting.
Gone Home Goes to voice mail and plays the gone home greeting.
Away on Business Goes to voice mail and plays the away on business greeting.
Vacation Goes to voice mail and plays your vacation greeting.
No Answer Rings your active extension.
Using LanTalk in Outlook
LanTalk is the instant messaging module that allows you to chat with other users over the IP. You can reach anyone who is logged into the same IP as the one that you are using. Integrated into Outlook, LanTalk is much more convenient for you to use to communicate with individuals logged into your network.
Note: This feature is only available to Advanced or Unified users.
For an explanation of the different user types, refer to the About This Guide section in this document.
To use LanTalk in Outlook:
1. In the UM Client Manager Status Toolbar (Outlook), click LanTalk and select Launch, Broadcast, or Directory.
• To Launch a message, refer to To send a message (to a single user): on page 40
• To Broadcast a message, refer to To create a broadcast message: on page 44
• To use the Directory, refer to below.
2. Click Directory. The LanTalk Directory (Select Destination) dialog appears.
3. Highlight a user and click OK. The LanTalk dialog displays the user’s information.
4. From the Send Text drop- list, enter the message that you want to send.
Note: You can also select a previous message that you sent.
5. Click Send to send the message.
6. Click Clear to clear the current conversation off of your IM screen.
In This Chapter . . .
Overview on page 68
Starting Web Client on page 68 Web Client Functions on page 72 Using the Inbox on page 73 Maintaining Folders on page 91
Maintaining the User Settings on page 96 Maintaining Message Options on page 105 Maintaining Call Options on page 111 Maintaining Addresses on page 114
Maintaining a Distribution List on page 126 Maintaining Notifications on page 129 Maintaining Wakeup Calls on page 138 Maintaining Greetings on page 140
Using the Collaborate Feature on page 145
Overview
Web Client is a web-based interface that provides you with access to your 6510 UM account and features over the Internet. You can check your e-mails, phone
messages, and faxes from anywhere in the world.
Note: This application is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document.
Starting Web Client
Running Grant Permissions
Executing Grant Permissions allows each new user to utilise all available functions in the Web Client (such as recording voice messages).
Make sure that you first run the Grant Permissions from the Web Client screen before logging in to the Web Client.
Note: You may have already enabled Grant Permissions during the installation of the client applications. Skip this procedure if you have already enabled this function.
To run Grant Permissions:
1. Open your browser (using Microsoft Explorer 6.0 or greater or Netscape Navigator 6.2 or greater). The Web Client screen appears.
2. In the Address field, enter the IP address of the 6510 UM server, and then click Go.
5. Click Go. The File Download dialog appears.
6. Click Open. The Grant Permissions Installation begins, and the Set Client-Side Permissions dialog appears.
7. In the http:// field, enter the IP address of your web server, and then click OK. The Grant Permission dialog appears.
8. Click OK. Grant Permissions is now complete. You can proceed to logging in and using the Web Client.
Connecting to the Web Client
In order to access your 6510 UM account over the Internet, you must first start the Web Client.
Note: Before using this application, make sure that SSL has been enabled on the Web Client. Check with your System Administrator if you are not sure if this has been done.
To connect to the Web Client:
1. Open your browser (using Microsoft Explorer 6.0 or greater or Netscape Navigator 6.2 or greater). The Web Client screen appears.
2. In the Address field, enter the IP address of the UM server followed by /um and click Go.
Note: If you do not know the proper IP address, contact your Network Administrator.
3. Click Web Client. The Web Client dialog appears.
4. Select a language interface from the selection on the left hand side.
Note: The default is English.
5. In the Mailbox field, enter your mailbox number.
6. From the Company drop down list, select a company (if there are multiple companies in the UM system).
7. In the Password field, enter your password and click Login. The Top\Inbox\ screen appears.
Note: If you are accessing the Web Client from your computer
Logging Off
After finishing the Web Client session, you must log off.
To log off:
1. Click Log Off. A message appears prompting you to confirm log off action.
2. Click OK. The Web Client screen appears.
Web Client Functions
Using the Scroll Buttons
Scroll buttons allow you to scroll through the display of messages.
Note: Scroll buttons appear in both the Inbox and Folders applications.
Using the Main Toolbar Functions
The left hand side of the screen displays the main toolbar functions.
Button Name Function
First Record Scrolls to the first record
Previous Record Scrolls to the previous record Next Record Scrolls to the next record Last Record Scrolls to the last record
Toolbar Function Name Purpose
Inbox Displays all of your messages
Folders Displays your folders
Using the Inbox
The Inbox displays all of the voicemails, faxes, and e-mails that have been sent to your mailbox.
Note: If you are a first-time Web Client user with IMAP TSE Gateway access, a significant amount of time is required for your existing messages (if there is a large amount) to be propagated to your Web Client inbox.
Notification Sets up and configures notification properties on new messages Wakeup Call Setup and configure a wakeup call
Greetings Record and edit greetings
Collaboration Initiates the defined collaboration service
Log Off Log off of Web Client
Message Icons
There are seven message icons used to represent information about each message in the Inbox.
Icon Name Function
Voice Indicates a voice message that you have not listened to
Voice Indicates a voice message that you have listened to
E-mail Indicates an e-mail that you have not read
E-mail Indicates an e-mail that you have read
Fax Indicates a fax message
Importance Indicates the importance of the message
Private / Certified Indicates that the message cannot be forwarded to another user. The icon also indicates that you will receive a message in your Inbox when the recipient has listened to your voice message.
Displaying Messages by Type
You can display the messages in any folder either by type or all messages together.
The default is Show All.
Using the Toolbar Buttons
There are nine buttons that allow you to perform various tasks within the Inbox.
Button Name Function
Compose new message Compose a new voice message, e-mail, or fax
Reply Reply to the message
Forward Forward the message to another user.
Refresh Refresh the display
Copy marked items Copy a marked item
Move marked items Move a marked item
Delete marked items Delete a marked item
Add Add a recipient
Remove Remove a recipient
Playing a Voice Message
Using Web Client, you can play back any voice mail message that has been sent to your mailbox. If there are any attachments to the voice message, Web Client will download the files to your PC.
Note: The Java Plug-In and Grant Permissions must have been installed on the computer you are using in order to be able to play and record voice mail messages.
To play a voice message:
1. In your Inbox, click the icon beside the voice message that you want to hear. The Voice Message From dialog appears.
The Windows Sound Player becomes active and plays the message automatically.
2. From the List of Attachments drop down list, select an attachment, then click Open. The Save As dialog appears.
3. Select a directory to save the file to, then click Save. When the download is complete, click Close.
4. To return to the Inbox, close the window.
Correcting a Voice Message Play Error
Due to a known sound card driver problem specific to certain sound cards, the applet may crash if the Playback Speed bar is dragged when playing a message in Web Client. If this error occurs, the error can be corrected.
To correct a voice message play error:
1. In your Windows Desktop, click Start>Settings>Control Panel. The Control Panel window appears.
2. Double-click the Sounds and Multimedia icon. The Sounds and Multimedia Properties dialog appears.
3. Click the Audio tab and under the Sound Playback box, click the Advanced button. The Advanced Audio Properties dialog appears.
4. Click the Performance tab. The Performance tab appears.
5. In the Hardware Acceleration section, drag the bar to None and click OK. The Sounds and Multimedia Properties dialog appears.
6. Under the Sound Recording box, click the Advanced button. The Advanced Audio Properties dialog appears.
Viewing a Fax
If you have Fax Client installed on your PC, you can view any fax that has been sent to your mailbox.
To view a fax:
1. In your Inbox, click the Fax icon. The fax message appears.
2. Select the fax from the List of Attachments drop-down list if the fax is an attachment in the message. The fax message appears.
Reading an E-mail
Web Client gives you the ability to read your e-mails either in the office or from any where in the world.
To read an e-mail:
1. In your Inbox, click the E-mail icon. The following dialog appears.
2. From the List of Attachments drop down list, select an attachment, and click Open. The Save As dialog appears.
3. Select a directory to save the file to, then click Save. When the download is complete, click Close.
4. To return to the Inbox, close the window.
Refreshing the Display
Web Client refreshes the display automatically so that the most recent messages always appear in your Inbox. However, you can also refresh the display manually by clicking Refresh.
Composing a Message
Web Client gives you the ability to compose one of three types of messages: Voice, Text, or Fax. The message can then be sent to the following types of users:
•UM
•VPIM
•AMIS
In addition, you can also send the mail to a Distribution list
Creating a Voice Message
If you have a microphone attached to your PC, you can use Web Client to send a voice message.
To create a voice message:
1. In your Inbox, click New in the toolbar.
2. Select Voice and click OK. The voice dialog appears.
3. From the Importance drop down list, select Normal or High (Urgent) to specify the importance of the voice message.
5. Select Private (Not Forwardable) to prevent the receiver from forwarding the voice mail message to another user.
6. Click Attachments if you want to attach a file to the voice message.
7. Click To to specify the recipients. The To dialog appears.
Note: You can also enter the recipient’s extension.
8. Highlight a recipient, then click the Add arrow. When you have finished adding all of the recipients, click OK. The From dialog
Creating a Text Message
You can use Web Client to create a text message.
Note: There is no limit to the length of the text message.
To create a text message:
1. In your Inbox, click New in the toolbar.
2. Select Text, then click OK. The text dialog appears.
3. From the Importance drop down list, select Normal or High (Urgent) to specify the importance of the text message.
4. Select Certified if you want to receive a message in your Inbox that the recipient has read your text message.
5. Select Private (Not Forwardable) to prevent the receiver from forwarding the text mail message to another user.
6. Click Attachments if you want to attach a file to the text message.
7. Click To to specify the recipients. The To dialog appears.
8. Highlight a recipient and click the Add arrow. When you have finished adding all of the recipients, click OK.
9. Enter the text message and click Send.
Web Client keeps a copy of your voice message in the Sent folder.
Creating a Fax Message
You can create fax messages to send to your contacts.
To create a fax message:
1. In your Inbox, click New in the toolbar.
3. From the Importance drop down list, select Normal or High (Urgent) to indicate the importance of the message.
4. Select Certified if you want to receive a message in your Inbox that the recipient has read your message.
5. Select Private (Not Forwardable) to prevent the receiver from forwarding the message to another user.
6. Click Attachments if you want to attach a file to the message.
7. Click To to attach recipients to the fax. The To dialog appears.
8. Highlight a recipient and click the Add arrow. When you have finished adding all of the recipients, click OK. The From dialog appears.
9. In the Subject field, enter the subject of the fax.
10.In the Fax File field, enter the file you want to send and click Send.
11.Web Client keeps a copy of your voice message in the Sent folder.
Adding an Attachment to a Message
Web Client allows you to add one or more attachments to your voice, text, or fax message.
To add an attachment:
1. While composing any type of message in the From dialog, click Attachments . The Attachments dialog appears.
2. In the Attach File field, enter the directory and name of the file and click Add.
Note: Click Browse to navigate to a directory.
3. Highlight the file, then click Remove to remove the file.
Replying to a Message
After you have read a message, you can reply to the sender with a comment using Voice, Text, or Fax. You can also forward a copy of the message to another user and include your comments.
To reply to a message:
1. To reply to a message from the Inbox, select the check box beside it and click Reply.
Note: You can only reply to one message at a time.
2. If you are reading the e-mail, listening to a voice message, or viewing a fax, click Reply. The Reply dialog appears.
3. Select the method that you want to use to reply to the message and click OK. Depending on the reply method you selected, the appropriate dialog appears.
4. Complete the dialog and click Send. Web Client puts a copy of the message to each user in your Sent folder.
Forwarding a Message
You can forward a message either from the Inbox or while you are reading it.
To forward a message:
1. Select the check box beside the message that you want to forward, then click Forward.
Note: You can only forward one message at a time.
2. If you are reading the e-mail, listening to a voice message, or viewing a fax, click Forward. The Forward dialog appears.
3. Select Add Comment if you want to add a comment and click OK.
The Voice, Text, and Fax options become active.
4. Select the method that you want to use to reply to the message and click OK. Depending on the reply method you selected, the appropriate dialog appears.
5. Complete the dialog and click Forward. Web Client puts a copy of the forwarded message to each user in your Sent folder.
Copying a Message
Web Client allows you to copy one or more messages and store them in another folder. This is useful if you would like to have copies of your messages stored in more than one folder.
You can copy messages either from the Inbox (if you want to copy more than one), or after you have read it.
To copy one or more messages:
3. Select the folder to copy the messages to, then click OK. The folder that you copied the messages to appears on the desktop. The folder that you copied the messages from still contains the original messages that you copied.
Moving a Message
Web Client allows you to move one or more messages from one folder to another.
This is useful if you want to sort your messages by sender or subject.
To move one or more messages:
1. Select the folder containing the messages that you want to move.
2. Beside each message, select its check box, then click Move marked items. If you are reading the message, click Move to another folder. The Copy marked items dialog appears.
3. Select the folder to move the messages to, then click OK. The folder that you moved the messages to appears on the desktop
Deleting a Message
Once you have read a message, you can delete it from its folder.
To delete one or more message:
1. Select the folder containing the messages that you want to delete.
2. Beside each message, select its check box, then click Delete marked items. If you are reading the message, click Delete.
Maintaining Folders
You can create an unlimited number of folders to help organize your voice messages, e-mails, and faxes.
Using the Toolbar Buttons
There are six buttons that allow you to perform various tasks within the Folders application.
Creating a New Folder
You can create a new folder to be at the same level as the default folders or to be a sub-folder.
Note: If you want the new folder to be a sub-folder, select the parent folder first.
To create a new folder:
1. Click Create a new folder. The New Folder dialog appears.
Button Name Function
Create a new folder Creates a new folder
Delete the current folder Deletes the current folder
Rename the current folder Renames the current folder
Copy the current folder Copies the current folder
Move the current folder Moves the current folder
Empty Deleted Folder Removes the contents of the Deleted folder
2. Enter the name of the new folder, then click OK. Web Client displays the folders in alphabetical order.
Deleting a Folder
You can delete any folder that you have created, with the exception of the five default folders.
Caution: Deleting a folder deletes the contents of that folder, including all sub-folders.
To delete a folder:
1. Click on the folder that you want to delete.
2. Click Delete the current folder. A message appears, prompting you to confirm deletion.
3. Click OK. Web Client removes the directory from the display.
Renaming a Folder
You can rename any of existing folders.
3. Enter the new name of the folder, then click OK. Web Client displays the new name of the folder.
Copying a Folder
You can copy an existing folder to another folder. For example, you could have two folders both named “Budgets.” One budget folder could be in the “This Year”
folder, while the other budget folder could be in the “Next Year” folder.
Note: You cannot copy any of the folders that come installed with Web Client.
To copy a folder:
1. Click Folders, then select a folder.
2. Click the Copy the current folder icon. The Copy the Current Folder dialog appears.
3. Select a folder to copy the folder to, then click OK. The folder is copied to the indicated folder.
Moving a Folder
You can move folders to other folders and directories.
Note: You cannot move the five default folders.
To move a folder:
1. Select a folder.
2. Click Move the current folder. The Move the current folder dialog
3. Select where you want to move the folder and click OK. Web Client displays the folder directory tree with the selected folder moved into the new position.
Recovering Deleted Messages
Each time you delete a voice message, e-mail, or fax message, Web Client stores the message in the Deleted Items folder. This allows you to recover deleted messages if you change your mind about deleting one or more messages, you can move them from the Deleted Items folder to another folder.
To recover a deleted message:
1. Click Folders, then Deleted Items. The Deleted Items dialog appears.
2. Select the check box beside each message that you want to keep, then click Move marked items. The Move marked items dialog appears.
Emptying the Deleted Items Folder
Emptying the Deleted Items folder removes all of the deleted messages and folders from Web Client permanently.
Caution: Once you empty the Deleted Items folder, you cannot recover the deleted messages.
To empty the Deleted Items folder:
1. Click Inbox or Folders.
2. Click Empty Deleted Folder. A message appears, prompting you to confirm deletion.
3. Click OK. The system deletes all items stored in the Deleted Items folder.
Maintaining the User Settings
The User Settings function allows you to maintain your mailbox on Web Client. You can specify a number of settings including:
• General Options
• Message Options
• Call Options
• Addresses
Using the Toolbar Buttons
There are 12 buttons that allow you to perform various tasks within the User Settings application.
Button Name Function
Save Saves the mailbox
Refresh Refreshes the display
Schedule (Status) Create a status schedule
Schedule (Phone Addresses) Create a Phone Addresses Schedule
Schedule (E-mail Address) Create a E-mail address schedule
Schedule (Fax Number) Create a Fax Number schedule
Add Add a phone address
Remove Remove a phone address
Edit Edit a phone address
Delete all Delete all mailboxes
Add Item Adds item
Delete item Deletes item
Specifying General Options
The General options screen allows you to specify:
•your presence status
•your passwords
•collaboration services
Specifying your Presence Status
Web Client provides you with the ability to inform callers when you are not available to come to the phone. For example, if you are on holidays, you can instruct the system to inform a caller that you are away and the date when you will be back in the office.
Note: The Web Client setting overrides the setting that you specified in the UM Client Manager.
To specify your presence status:
1. Click User Settings. The User Settings screen appears.
2. Click Status. The Status screen appears.
4. Select Available at if you want to specify a time when you will be available. In the year, month, day, hour, and min fields, enter the date and time when the selected status takes affect.
5. Click Save.
Creating a Status Schedule
Web Client provides you with the capability to create a schedule specifying when a particular status greeting is played. For example, you can specify that the “In Office” greeting plays Monday to Friday, between 9 am and 5 pm.
To create a status schedule:
1. Click Schedule. The Status Schedule dialog appears.
Note: Web Client automatically activates the schedule.
2. From the Default drop down list, select the default status greeting that will run if the schedule expires.
3. From the From - year, month, and day drop down list, select the
